SmartOffice PO Pro
Purchase Order Process Automation
SmartOffice presents PO Pro
Part of the SmartOffice Platform, PO Pro is the intuitive, dynamic, and powerful solution for easy purchase order processing. Available as a stand-alone product or fully integrated with SmartOffice Accounts Payable, SmartOffice PO Pro is an agile module that automates and simplifies the entire purchasing process.
Regardless of where you are on your digital transformation journey, we have the purchase ordering solution to meet your needs. If starting from a paper-based system, we can open the digital gateway with a simple, bespoke, end to end purchase order process that is easy to install and implement. If your digital transformation is more advanced, let us help you to make the most of smart, agile automation products to save you time and money.
For Smart Purchasing, Think SmartOffice PO Pro
One single platform that offers easy and effective purchase ordering, PO Pro is the latest module in the suite of SmartOffice products. Consolidate your Purchase Order process from requisition to approval, from ordering to three-way matching, and from payments to intuitive reporting. SmartOffice PO Pro offers a secure, cloud-based platform that automates and simplifies the entire process from end to end.
Requisition & Approval | Order & Match | Payment & Reporting
Manage your purchase order process from requisition through approval, order receipt and invoicing. Complete end to end processing in three easy stages. Integrate seamlessly with a wide array of leading ERP providers such as Sage, Xero, Quickbooks and much more. For the full list of software packages, see our FAQ section below.
PO Pro in 3 Quick Steps
Requisition & Approval
SmartOffice PO Pro incorporates a simple and effective purchase requisition feature. User friendly and convenient, PO Pro enables all users to requisition goods and services.
Create the order requisition and attach backup quotations or product details. Make the approval stage faster and easier with the inclusion of all relevant documentation.
Placement & Matching
Place the order quickly and easily. Purchase Requisitions flows seamlessly into Purchase Ordering. SmartOffice PO Pro auto populates content from purchase requisitions and previous supplier invoices. Upload and capture supplier products and price list to ensure all details are current and become part of your product catalogue.
Three-way matching ensures that Purchase Orders are matched to GRNs and Invoices. This No Touch system ensures that orders are auto matched for single or split deliveries.
Payment & Reporting
SmartOffice PO Pro integrates seamlessly with the SmartOffice Accounts Payable module on our intuitive cloud-based platform. Truly end to end, SmartOffice AP eliminates the need for manual data entry with digital invoice capture.
Automated PO Approvals lead to increased invoice approvals resulting in speedier payments and fewer supplier queries. Improve your supplier payment process and enhance your corporate reputation all while giving your team time to spend on more productive, valuable work.
Key Features of SmartOffice PO Pro
Support Documentation
Include back up documentation with the PO Requisition. Support your request with relevant quotations, product specifications, preferred supplier details and comparison information. Make life easier for decision makers and ensure you get what is required.
Quality Assurance
Attach your terms & conditions document to outbound quotes. Ensure that product specifications, technical drawings or technical documents accompany all purchase requisitions for improved Project Management and quality assurance.
Budget Friendly
Allocate nominal ledger, vat code, cost centre and department code for improved cost management. Notify budget holders to approve spend and gain full visibility of spend -monthly, year to date and against annual budgets for enhanced business intelligence.
Multi-Stage Approval
PO Pro is flexible and agile to accommodate multi stage approvals throughout the process. Requisitions can be configured to go the correct approver without intervention. Accountability and clarity for financial transactions without the delays.
Bespoke but Flexible
The process can be set up according to the customers’ requirements but is flexible and agile to accommodate changes as needed. Manage maternity or annual leave, retirements, illness and remote working with ease – change, amend or default the approver at local level.
Robust Reporting
Useful, dynamic and detailed reports keep track of spend by nominal code, cost centre, project code, department or location. Understand where costs are generated and manage accordingly with custom designed and powerful reports.
Other Features
Other Features:
- Data Capture without Manual Entry
- Supplier Descriptions and Product Codes for ease of reference
- Template Orders for frequently purchased items
- Multi-branch Ordering
- Tracking of spend per contract
- Options to include or exclude VAT
- Customizable Order Numbers
- Audit trail of outgoing email communication
- Variety of Order Types supported – Standard, Expense, Capital Expenditure, Project
- Easy integration of new suppliers, products and services
